Signed Contracts_Carlson Dettman Consulting for Professional Services Agreement for Market Measurement for Fire and Police positions and Benefits/Total Rewards SurveyCity of Dubuque
City Council Meeting
Consent Items # 09.
Copyrighted
June 20, 2023
ITEM TITLE: Signed Contract(s)
SUMMARY: Proposal for Classification and Compensation Study with Carlson
Dettmann Consulting; Proposal for the Police/Fire Classification and
Compensation Study and Benefit/Total Rewards Survey with Carlson
Dettmann Consulting; Professional Services Agreement with Carlson
Dettmann Consulting for an assessment of the city's classification and
compensation program; Professional Services Agreement with Carlson
Dettmann Consulting for market measurement for Fire and Police
positions and Benefits/Total Rewards Survey; Vendor Service
Agreement with Carlson Dettmann Consulting for Classification and
Compensation Study; Vendor Service Agreement with Carlson Dettmann
Consulting for Police/Fire Classification and Compensation Study and
Benefit/Total Rewards Survey.
SUGGESTED Suggested Disposition: Receive and File
DISPOSITION:
ATTACHMENTS:
Description Type
Proposal for Classification and Compensation Study Supporting Documentation
Proposal for the Police/Fire Classification and
Compensation Study
Professional Services Agreement
Professional Services Agreement - Fire and Police
Vendor Service Agreement
Vendor Service Agreement - Police/Fire
Supporting Documentation
Supporting Documentation
Supporting Documentation
Supporting Documentation
Supporting Documentation
PROFESSIONAL SERVICE AGREEMENT BETWEEN
CITY OF DUBUQUE, IA
AND
CARLSON DETTMANN CONSULTING
This professional service agreement (hereinafter the "Agreement") is made and entered into by and
between the City of Dubuque, IA (hereinafter "the Client") and Carlson Dettmann Consulting, a division
of Cottingham & Butler Insurance Services, Inc., an Iowa corporation (hereinafter "Consultant").
WHEREAS, Client is concerned about continuing market competitiveness; and
WHEREAS, Client wishes to enter into an agreement with Consultant to provide professional
consulting services for market measurement for Fire and Police positions; and Benefits/Total Rewards
Survey; and
WHEREAS, Consultant has an established history of providing similar services, and is willing to
provide the above -referenced professional consulting services to the Client.
THEREFORE, the Client and Consultant agree to the following:
1. Term. The term of this Agreement shall be from the date of the last signature of this Agreement
and remain in force until all services contemplated hereunder are completed.
2. Fire/Police Market Scope of Services. The Consultant shall provide to the Client consulting
services as follows:
a) Collect and analyze data from previously established public -sector communities for up to 15
Police and Fire classifications.
b) Using said data, and in addition to private -sector survey data from our survey library (as
applicable), assess the general market competitiveness of the City's current pay structure for
Police and Fire classifications.
c) Develop high-level, preliminary recommendations to assist with a "placeholder" for the
Client's budgeting process.
d) Consultant will be available for a virtual meeting with the Client to discuss the findings and
recommendations of the project.
e) Provide average cost per employee for current medical and disability plans for all employees.
Benefit/Total Rewards Scope of Services. The Consultant shall provide to the Client consulting
services as follows:
a) Develop and conduct a survey to collect data primarily focused on police/fire pay and benefit
practices.
b) Survey will target a previously established set of public -sector communities agreed upon by
the Client and Consultant
a. Client agrees to assist in publicizing said survey through formal communications
channels to participant communities.
c) Survey questions will include a collection of data on the following benefits/total rewards (list
not all inclusive):
a. Health & Welfare (Medical, Dental, Vision, Prescription Drug Plan, FSAs, etc.)
b. Retirement Plans
c. Time Off (Vacation, Sick, Holiday, Maternity/Paternity, etc.)
d. Workplace Flexibility/Alternative Work Arrangements
e. Health and Wellness (EAPs, fitness, health screens, disability management, on -site
nurse, etc.)
f. Community Involvement (Volunteer programs, matching gift programs, etc.)
g. Voluntary Benefits (LTC, auto/home insurance, pet insurance, parking, etc.)
h. Learning Opportunities (Tuition discounts or reimbursement, student loan payments,
etc.)
i. Compensation
i. Analysis for and recommendations regarding compression concerns.
ii. Analysis on multi -year CBA's and COLA's for those future years.
j. Other (Unique to City of DBQ or other cities).
d) Prepare a high-level summary report of data collected from the survey of which all
participants will receive a copy.
e) Using the results of the benefits/total rewards survey, Consultant will provide
recommendations related to Clients pay practices for police/fire management personnel.
3. Project Fees. Client shall pay the Consultant at the following rates for services agreed upon:
a) Fire/Police Market Update. The professional fee for this part of the project shall be $6,000.
b) Benefits/Total Rewards Survey. The professional fee for this part of the project shall be
$15,000.
c) Payment Schedule. Total fees for the Fire/Police Market Update and Benefits/Total Rewards
Survey are $21,000. The project fee would be paid in three (3) equal installments of $7,000:
initial payment due upon execution of a professional services agreement, second payment
due at the start of the second month of the project, and the final payment due upon delivery
of CDC's findings and recommendations.
d) Expenses. The Client will reimburse Consultant for "out-of-pocket" expenses for applicable
mileage, lodging and meals as required for meeting attendance on the Client's behalf and
will be invoiced as they are incurred.
e) Services Outside of Scope. Consulting services agreed upon in writing that are greater than
the scope of this Agreement (e.g. consulting on design of a merit pay program, workshop on
compensation management, employee development consultation, onsite meetings in excess
of those defined above, etc.) shall be invoiced at Consultant's normal hourly rate of $250
unless agreed upon otherwise by the Client and Consultant. However, subject to scheduling
and mutual agreement, meetings conducted by telephone and/or web conference are not
subject to any additional fee.
4. Performance Requirements of Consultant. The Consultant shall complete the services as stated
above. The Consultant shall furnish all labor, materials, administration, services, supplies,
equipment, transportation, and quality control necessary to provide professional consulting
services. Consultant shall provide progress reports at reasonable intervals in the project.
a) Confidential Client Information. Consultant agrees to keep confidential information and data
provided by Client to Consultant for the purpose of enabling Consultant to complete the
Scope of Work detailed above.
5. Performance Requirements of Client. The Client shall provide and make available to the
Consultant access to its human resources and related systems of record, or sufficient related data,
as necessary to fulfill said services.
6. Independent Contractor. It is mutually understood and agreed, and it is the intent of the parties
hereto, that an independent contractor relationship be and is hereby established under the terms
and conditions of this Agreement. The Consultant shall remain an independent contractor under
this Agreement. All employees of Consultant or subcontractors shall remain the responsibility
of the Consultant and shall not become employees of the Client under this Agreement. No tenure
or any rights or benefits, including worker's compensation, unemployment insurance, medical
care, sick leave, vacation leave, severance pay, withholding taxes or other benefits available to
Client employees shall accrue to the Consultant or its employees performing services under this
Agreement.
7. Indemnification. The Consultant agrees it shall defend, indemnify, and hold harmless the Client,
its officers, and its employees against any and all liability, losses, costs, damages, and expenses,
including attorney fees that the Client, its officers or its employees, may hereafter sustain, incur
or be required to pay arising out of the negligent or intentional acts or omissions of the
Consultant, its officers or employees, in the performance of its duties under this Agreement. The
Client agrees it shall defend, indemnify, and hold harmless the Consultant, its officers, and its
employees against any and all liability, losses, costs, damages, and expenses, including attorney
fees that the Consultant, its officers or its employees, may hereafter sustain, incur or be required
to pay arising out of the negligent or intentional acts or omissions of the Client, its officers or
employees; or any allegation that Client's compensation program or structure is administered by
the Client in any way noncompliant with local, state or federal law.
8. Trade Secrets. The Carlson Dettmann Point Factor Job Evaluation System and methodology,
marketplace surveys performed, Total Rewards Method, and job point evaluation data collected
and analyzed to perform the Scope of Services is owned by Consultant, is confidential and
proprietary, and is a trade secret pursuant to Wis. Stats. s. 134.90. The Client (including its
officers, employees, agents and representatives) shall not disclose, disseminate, or otherwise
misappropriate these trade secrets without the express consent of Consultant. Consultant agrees
to notify Client and/or clearly mark items submitted to the Client which the Consultant deems to
be trade secrets. Further, Consultant shall refrain from transferring or transmitting materials
deemed to be trade secrets without a properly executed trade secrets agreement between the
Consultant and the Client.
9. Insurance Coverage. Consultant carries professional liability insurance coverage that would
cover the nature and type of service that is being provided to the Client, and Consultant will
provide proof of insurance coverage prior to the execution of this agreement at the request of the
Client.
10. Signature. This Agreement may be executed through e-signature, and may be delivered via
facsimile or electronic mail.
11. Assi nmmeent. Neither parry may assign or transfer this Agreement, or any part thereof, without
the written consent of the other party, which shall not be unreasonably withheld.
12. Severability. If any provision of this Agreement is held to be illegal, invalid or unenforceable,
such provision shall be fully severable and this Agreement shall be construed and enforced as if
such illegal, invalid or unenforceable provision had never comprised a part of the Agreement.
The remaining provisions shall remain in full force and effect and shall not be affected by the
illegal, invalid or unenforceable provision or by its severance.
13. Interpretation of Law. This contract is to be interpreted under the laws of the State of Wisconsin.
14. Entire Agreement. This Agreement sets forth the entire understanding of the parties and
supersedes all prior arrangements and/or understandings, whether written or oral, with respect to
the subject matter contained in this Agreement.
CITY OF DUBUQUE CARLSON DETTMANN CONSULTING
By:/�� �'- /V; -
w" By:
Matt Shefchik, Assistant Vice President
Date: 06/07/2023 Date: 06/07/2023